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Documentation Index

Fetch the complete documentation index at: https://docs.1club.ai/llms.txt

Use this file to discover all available pages before exploring further.

In a nutshell, an external program is a third-party offering — a partner curriculum, a corporate-wellness benefit, a federation pass — that members can use as their entrance method at check-in, optionally with an extra per-visit fee.

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Overview

Use external programs when something other than your own memberships gets a member through the door. Common examples:
  • Aggregator partners — A third party (like a regional pass or aggregator) sends members to your club. You log their visits and optionally collect a per-visit fee.
  • Corporate wellness — A local employer’s wellness program covers their staff. You track which visits came in via the corporate plan.
  • Federation or affiliate access — Members of a partner federation get reciprocal access.
  • Drop-in passes from another studio — A sister club’s members can use your facility under a partnership.
External programs appear in the entrance-method picker at check-in alongside Membership and Direct Payment. When staff pick an external program for a check-in, the program is logged and any Additional Price Per Visit is charged.

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Managing external programs

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Viewing all programs

  1. Navigate to Settings → External Programs in the admin panel.
  2. The grid shows: Name, Code, Club, Additional Price Per Visit, Visibility, and Status (active/inactive).
  3. Click a row to edit, or click Add External Program to create a new one.

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Creating an external program

  1. Click Add External Program.
  2. Fill in the General section:
    • Name — The display name members and staff see (e.g. “Aggregator Pass”).
    • Code — A short identifier. Lowercase letters, numbers, hyphens, and underscores only. The system auto-fills this from the name when you start typing — edit it if you want.
    • Club — Optional. Leave empty to apply organization-wide, or pick a specific club.
    • Additional Price Per Visit — Optional currency value charged each time the program is used as an entrance method. Leave at 0 if usage is free.
    • Visibility — Public, Member Only, or Private. See Visibility below.
    • Active — Toggle off to disable the program without deleting it.
  3. Configure Validity — restrict which class types, area types, or instructor types the program covers. See Validity below.
  4. Configure Operating Hours — restrict when the program is usable. See Operating Hours below.
  5. Click Save.

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Visibility

Visibility controls where the program shows up:
  • Public — Visible to everyone, including non-members browsing your portal.
  • Member Only — Visible to logged-in members only.
  • Private — Visible to admins only. Use this for internal-only programs (e.g. a corporate-wellness program that staff manage manually).

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Validity

The Validity section (called “Valid For” in the form) lets you scope the program to specific entry points:
  • Class Types — The program only covers check-ins for these class types.
  • Area Types — The program only covers check-ins for these area types.
  • Instructor Types — The program only covers check-ins with these instructor types.
You must select at least one class type, area type, or instructor type. Leave a category empty to skip that dimension.

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Operating Hours

Set day-of-week hours during which the program can be used. Outside those hours, the program won’t appear in the entrance-method picker. If you don’t need time restrictions, you can use the default schedule that mirrors your club’s operating hours.

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Using an external program at check-in

When the front desk records a check-in for a member:
  1. Choose the entrance method.
  2. External Program appears as one of the options if at least one program is active, in scope, and within operating hours.
  3. Pick the program from the list.
  4. If the program has an Additional Price Per Visit, that amount is added to the order.
The check-in is recorded against the program. You can see how many times each program was used in your reports.

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Editing, disabling, and deleting

  • Edit — Open a program to change any field. Changes apply from save time forward; existing check-ins keep their original record.
  • Disable — Turn the Active toggle off. The program disappears from the entrance-method picker but historical check-ins remain visible.
  • Delete — Use only for programs you never want to see again. If you have any historical check-ins against the program, prefer disabling so reports stay accurate.

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Tips & best practices

  • Use Codes that match your partner’s naming — If your aggregator calls it summer-pass-2026, use that as the code so finance reports line up.
  • Set Additional Price Per Visit when the partner reimburses you per visit — Even if the member doesn’t pay you directly, recording the visit price gives you an accurate revenue picture.
  • Scope tightly with Validity — A corporate program that’s only valid for group classes should not have area types selected. This keeps the entrance-method picker clean for staff.
  • Use Private visibility for staff-only programs — Avoids confusing members who would never qualify.

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Troubleshooting

Issue: An external program doesn’t appear at check-in Solution: Check, in this order: (1) the Active toggle is on, (2) the program’s Club matches the club where check-in is happening (or is empty), (3) the class/area/instructor matches the program’s Validity, and (4) the current time is inside the program’s Operating Hours. Issue: The Additional Price Per Visit isn’t being charged Solution: Confirm the price is set on the program (not 0). Direct payment for a check-in only fires when the staff member completes the order — verify the order was saved. Issue: Members can see a program they shouldn’t Solution: Change Visibility to Member Only or Private. Public means everyone can see it, including non-members. Issue: I want to retire a program but keep historical records Solution: Turn the Active toggle off instead of deleting. Disabled programs still appear in reports but won’t be selectable for new check-ins.
  • Check-in Models — Where external programs fit alongside memberships and direct payments.
  • Booking Policies — When payment-at-check-in requires the member to pick an entrance method.
  • Attendance — See which entrance method was used for each check-in.